BoardofDirectors Fall 2015 Board Meeting Minutes

February 07 – 09, 2016

Phoenix, AZ

Members Presents: Bea Awoniyi (BA), Jamie Axlerod (JA), Terra Beethe (TB), Gaeir Dietrich (GD), Chester Goad (CG), Sam Goodin (SG), Paul Grossman (PG), Brent Heuer (BH), Michael Johnson (MJ), Amanda Kraus (AK), Adam Meyer (AM), Kristie Orr (KO), Katheryne Staeger-Wilson (KSW)

AHEAD Staff Present: Carol Funckes

Via Phone: 2/8 Stephan Smith (SS)

Excused: Stephan Smith (2/7 & 2/9), Ron Stewart

The Board formally came to order at 6:32 pmon February 7th. A summary of motions and discussion follows:

Minutes/Matters arising from Fall 2015 BOD Minutes

  • Minutes were approved via email on December 11, 2015

Agenda Review, Amendment, and Adoption

SG motioned to approve the agenda. PG seconded. Motion carried.

Technical Assistance Center Update

  • BA provided an update
  • Wendy Harbour (WH) provided written update
  • Work has begun; calls received/handled
  • WH and Sally Scott working on required literature review

Fiscal Year Proposal

  • SS recommended BOD reexamine AHEAD’s fiscal year
  • Currently FY is July 1 to June 30th
  • The grant operates October 1 to September 30th
  • Auditors has suggested AHEAD change its FY to align with grant

SG motioned to change AHEAD’s Fiscal year to align with grant, October through September. KSW seconded. Motion carried.

Upcoming Nominations/Elections/Awards

  • TB & JA provided an update
  • 2 Director at Large Positions and President Elect position open
  • Discussion was held about timing of awards and nominations
  • To avoid and eliminate possible confusion, separate awards from nominations
  • JA creating a reviewing panel for the awards
  • MJ and KSW interested in assisting
  • New messaging is needed for both areas to possibly decrease confusion and/or increase participation
  • Reach out to Affiliates and SIGs for award nominations
  • Increase recognition of award winners on AHEAD website

Strategic Plan Document

  • Document is on AHEAD website
  • Membership invited to provide feedback
  • Content was reformatted and will be posted on AHEAD website

Standing Committee Report

  • JA provide a report on the Standing Committees
  • Three Standing Committees submitted reports (Public Policy, Professional Development, Member Development)
  • Diversity Chair is currently vacant
  • Suggestions for new chair were provided and JA will reach out
  • Discussion was held about offering professional development opportunities for Standing Committees at Conference
  • Include representation and staff liaisons at event
  • Improve recognition efforts at conference with Committee members
  • Utilize ribbon templates and thank you screen
  • Discussion held regarding hosting a TED style talk block at conference
  • Student Membership Cost discussion revisited

GD motioned to begin using paper evaluations and continue to use electronic version at conference. BH Seconds. Motioned carried.

IMLS Grant (Hathi Trust)

  • JA provide a brief report
  • Hathi Trust President, also a member of the IMLS Grant committee, would like to make all volumes available to university members.
  • Long range goal includes allowing campuses (DS providers) to become members without the library having a membership.

2016 Conference Updates

  • CF provided an update on the 2016 conference
  • Conference schedule is parallel to past conferences
  • 13 possible sessions in each concurrent time block
  • Keynote Presenters are confirmed
  • Greg Fehribach, Ball State University
  • Nancy Evans, Professor Emeritus, Iowa State University
  • Roberta “Bobbi” Cordana, President of Gallaudet
  • TIPSID mini conference on Wednesday, July 13th
  • Three concurrent sessions around intellectual disability programming
  • Special conference pricing is available for TIPSID members to stay and attend remainder of conference
  • Request for Quiet Space submitted
  • CF will explore space possibilities
  • CVent will be contracted to manage registrations.
  • Contract comes with marketing and PR components
  • Conference submission process is being revisited
  • Discussion held about Saturday Programming options

AHEAD Ethics Document

  • SG provided an update on the Ethics Document
  • Renamed from Ethical Standards to Ethical Principles as these are guidelines not standards
  • Recommended categorizing Ethical Principals and Professional Principles content
  • BOD tasked to provide feedback to SG by 3/7/16
  • TB to send 2 week reminder on 2/22/16

2015 Budget Review & Update

  • SS provided update
  • FY 15 Revenue highlights
  • Overall organization was 99.6% on budget
  • Membership revenue per month was inaccurately estimated indicating a deficit.
  • Professional development events were a success bringing in 16% more than budgets
  • AHG Conference – Hotel block is at 102%; Registration is low, but was expected
  • FY 15 Expenses highlights
  • AHEAD 2015 conference expense were higher than projected
  • Accrued attrition penaltyfrom host hotel in St. Paul; penalty was lower than initially charged
  • Accessibility services costs
  • Fall 2015 BOD meeting
  • Expenses higher due to average airline ticket pricing
  • A new 2016-2017 budget will be created to reflect new FY as previously moved earlier in the meeting. Budget will be distributed by February 21st with acceptance process executed electronically.

CG moved into executive session with SS and CF permission to stay. SG seconded. Motion carried.

SG motioned to out of executive session. GD seconded. Motion carried.

SG motionedto approve 20% of Stephan Smith’s time on the Technical Assistance Center grant. GD seconded. Motioned carried.

GD moved to move into executive session with SS and CF permission to stay. MJ seconded. Motion carried.

GD moved out of executive session. MJ seconded Motion carried.

. Effective use of DCHE/OCR & Future Conference

  • PGshared concerns about ensuring AHEAD membership is informed holistically with OCR cases
  • Proposed the following solution
  • Recruit Former OCR attorney OlabisiOkubedejo to provide OCR updates to AHEAD
  • Okubedejo would receive

Disability Compliance in Higher Education subscription

Waive Conference Fee

Council for the Advancement of Standards in Higher Education (CAS)

  • BA provided an update
  • Jean Ashmore and AnnKnettler- Smith will present at the Maryland AHEAD conference

The Food Allergy and Research Association (FARE)

  • KO provided an update
  • KO, Laura Patey, and Kristie Grimm will be offering their AHEAD 2015 conference presentation in the AHEAD to You webinar series on May 26, 2016
  • KO will be attending the FARE National Food Allergy Conference on May 14-15 as a free vendor.

Special Interest Groups

  • MJ provided an update
  • AK will serve as co-liaison for SIGs to the BOD
  • SIGs are currently reviewing and updating website content
  • Received updates from Veterans and Community College SIG

Regional Affiliates

  • TB provided an update
  • Fall Biannual Summary document
  • All affiliate summaries complied into a single report by lead affiliate rep, Katy Washington
  • Affiliates will receive report after meeting

Legal Update

  • PG provided update regarding the following cases and topics:
  • Motion to Dismiss, Searls v. John Hopkins Hospital
  • Settlements between United States v. Kent State University

Silent Auction Involvement

  • Discussion posed about ways to increase involvement of activity at conference
  • Affiliate vs. SIG competition
  • BOD sponsored basket

Endowment

  • AHEAD may now be at a point to build an endowment

Testing Industry Collaborations

  • Hosting a special meeting at AHEAD 2016
  • Representatives from AHEAD BOD, staff, and membership along with PEPnet members andTesting professionals were invited

Upcoming BOD Meetings

  • BOD summer meeting at end of conference

ALERT

  • BA shared newsletter’s new name is “the HUB”

CG motioned to adjourn. SG seconded. Motion Carried.

Meeting Adjourned 8:45 AM, February 9, 2016.

Respectfully submitted,

Terra Beethe

Secretary,AHEAD Board of Directors

AHEAD 2016 Winter BOD minutesPage 1